Accounts Payable Specialist

Description

• Calculates, posts business transactions, processes invoices, verifies financial data for use in maintaining accounts payable records, and provides other clerical support necessary to pay the obligations of the organization.
• Clarifies any questionable invoice items, prices, or receiving signatures; obtains proper information and/or data regarding invoice payments.
• Assembles invoices to be completed for payment.
• Verifies all addresses and Federal ID numbers of vendors if available; calculates all extensions and totals on invoices, calculating and taking discounts when applicable; verifies all coding, reviews invoices and requisitions for satisfactory payment approval, checking vendor files for any previous payments; assigns voucher numbers.
• Maintains copies of vouchers, invoices, or correspondence necessary for files.
• Prepares vouchers listing invoice number, date, vendor address, and Federal ID number, item description, amounts, and coding per accounting policies and procedures.
• Assists with preparing periodic reports and other department records.

• Ability to work within a small team.
• Able to work extended hours as needed for month end close and for payment runs.
• Familiar with Outlook, nitro/pdf files, excel and word
• Ability to reconcile statements, understanding of past due balances and credit memos.
• Understanding of month end processes and urgency of month end.
• Not afraid to ask questions when assistance is needed.
• Ability to work with minimum supervision but understanding reporting to your supervisor for issues, time off, and technical issues is still mandatory.
• Must be organized within outlook and check emails daily.
• Must be comfortable reaching out to vendors over team calls and emails as needed.  
• Concur/Expense report knowledge is helpful.
• AP knowledge and understanding importance of having minimum errors and how to recognize past due balances, tax/VAT/GST, prepaids, PO invoices, duplicate invoices.
• Clear communication skills with team members and manager within email, teams and phone calls.